General Terms and Conditions
“The Chillhouse” – Pt Bali Surf Retreats
Please take your time reading. The following general terms and conditions apply to any commercial relationship between the company Pt Bali Surf Retreats and you, the customer. What you are going to read here is pretty straightforward and does not differ too much from most companies in similar fields
We do know that surfing is much more than merely a sport, it is a lifestyle which is proud of being far from rules and close to freedom, but since we are or soon will be in a business relationship with you, general terms and conditions have to be agreed on and respected in order to allow smooth and mellow conduct and cooperation keeping the vibes as good as they are right now.
Please read the following terms and conditions carefully, because by reserving and/or booking your stay, you agree to these bilateral respective rights and obligations set out here.
The following names and terms herein have the meaning defined below:
Company: Pt Bali Surf Retreats (“The Chillhouse – Bali Surf Retreats”)
Customer: guests / client / participant
1. Contract closing and booking
Contract closing
In order to be able to see and retrace the steps of booking in any case of misunderstanding, the reservation request must be made in written form via email. The contract between Pt Bali Surf Retreats and the guest is in effect upon email submission of the booking confirmation and invoice from Pt Bali Surf Retreats to the guest, who implicitly accepts the general terms and conditions of Pt Bali Surf Retreats already by sending the request. The booking is locked in as soon as the payment is received. Should the customer fail to make the payment in time, the booking is cancelled. Simple.
Booking
- All reservations and room/bungalow allocations are subject to availability.
- Non-confirmed or un-answered replies to emails responding to inquiries, requests or reservations as well as reservations with unpaid bills will be cancelled after one week to give the company the chance to resell the room.
- All requests, reservations and bookings are subject to the prices and conditions at the moment of booking, as given on the website of Pt Bali Surf Retreats (www.thechillhouse.com). If the booking is made for the following season, prices and services stated on the invoice apply and may differ from those given on the website.
- All options and services (e.g. single-room options, private surf-guiding, surfboard-hire reservations, surfboard insurance, etc) requested by the guest shall be explicitly specified at the moment of booking and are considered as binding. Please understand that a lot of planning is involved.
- The minimum age for booking without written parent’ consent is 18 years. However, teenagers can stay with us with parents’ writen consent. No problems.
- State of health / physical fitness: With the booking, the client confirms that he/she is physically fit and has no conditions or injury that could be affected by surf activities. To participate, swimming skills and physical fitness are required, as the surf-guides and surf-coaches of Pt Bali Surf Retreats will not adapt their coaching to a lack of physical strength or endurance on the side of the client with the possibility of dissatisfaction of other participants in the group. In case of doubt, a doctor should be consulted at the costs of the client. Health is our greatest gift, be aware of that and stay fit!
2. Insurances and travel documents
Insurance: Pt Bali Surf Retreats recommends travel cancellation insurance. It costs 4% of the total amount as stated on the invoice, the customer can opt for it by ticking the box on the inquiry form. This insurance is in effect when an injury, illness or any medical impairment prevents the customer from commencing his or her trip and has to be proven with a report from a doctor.
Further, the customer is advised to opt for a travel medical insurance (covering the return transport of a patient from abroad as well as treatment and hospitalization on site), accident insurance and luggage insurance for every customer. It is up to the client to take care of all needs and eventualities.
Travel documents: Each guest is responsible for the procurement of necessary travel documents such as passport (at least 8 months valid), visa etc. and must make sure that the passport has sufficient blank pages (2) for the visa, arrival and departure stamps.
3. Payment Conditions
General
After contract closing and the return email containing the invoice, which is considered as booking confirmation, the invoice must be paid according to the following conditions:
Invoices which are made out prior to arrival of the customer:
- Payment must be made in full and without any deductions (bank fees, etc) within 1 month after invoice date to the account indicated on the invoice.
- Invoices, which are submitted within 2 months before arrival of the customer shall be paid immediately to the account indicated on the invoice.
- In case of payment delays, the Company has the right to cancel the booking. In that case, the customer will be informed via email.
We have had quite a few last minute cancellations, no-shows or no-responders which forced us into this system, please understand.
Invoices which are made out in Bali:
- Invoices for guests staying at The Chillhouse for products bought and/or consumed at The Chillhouse (surf-guiding and surf-coaching, broken surf equipment, bar, restaurant, spa, etc.) and/or additional services (laundry service, island tours, etc.) shall be paid at the reception weekly, each Friday the latest, prior to check-out or at least until 5 pm, in cash in local currency (IDR). Pt Bali Surf Retreats will use a tentative currency conversion if paid in USD or EUR, as the company is no money exchange establishment with up-to-date rates. Credit cards are accepted but a surcharge of at least 3% applies.
- On-site invoices for external guests for accommodation, surf lessons, surf-guiding and surf-coaching, shall be paid immediately and in full at the The Chillhouse reception, before consumption of the booked service or arrangement, in local currency (IDR) in cash. Pt Bali Surf Retreats will use a tentative currency conversion if paid in USD or EUR, as the company is no money exchange establishment with up-to-date rates. Credit cards cannot be accepted. Sorry, but this is a privilege only guests staying with us enjoy.
- All bills paid on site are subject to 10% local government tax and 5% service charge – by law. Please understand that we have to obey Indonesia’s system here. Sorry for that bitter drop.
4. Cancellation and rebooking
Cancellation and rebooking by the customer:
Every cancellation or rebooking request must be submitted in written form via email. In case of cancellation, the following cancellation fees may apply, depending on the date of cancellation. The receipt of the cancellation notice is the definition of the cancellation period.
until 8 weeks before arrival: 10%
until 4 weeks before arrival: 40%
until 2 weeks before arrival: 90%
later than that and by not showing up at all or early departure: 100%, however expenses for food will be refunded (EUR 5,- per booked day per person)
Again we are sorry, but having had quite a few last minute cancellations forced us into this system, please understand this seemingly strict and straightforward policy.
Participants who want to cancel their booking have the right to assign a replacement person before departure, who fulfills the conditions set out in these general terms and conditions. In that case, a fee of EUR 50,- applies.
Rebooking is subject to availability. If rebooking is not possible due to lack of availability, the previously mentioned cancellation conditions take effect. Rest assured that we will try everything to get you in at the desired date!
Cancellation by the Company:
Pt Bali Surf Retreats reserves the right to resign from a contract under extraordinary circumstances: If the booked service and/or arrangement can not be provided due to force majeure (e.g. epidemics, storms, catastrophes, strikes, political unrest, war, terrorism, etc), or if certain conditions present unacceptable danger to the participant, the company has the right to cancel the contract with immediate effect. Payments already made by the customer will be refunded. Any expenses incurred above and beyond the original invoiced amount will not be refunded.
5. Prices and Services
Prices and services are subject to change, but don’t worry, the invoiced price includes the services as stated on the invoice and the booking confirmation connected to that invoice. Additional agreements shall be confirmed in written form by the company. Pt Bali Surf Retreats reserves the right to change its prices without prior notice, if conditions change (e.g. newly introduced or changed fees of third party providers, governmentally imposed price regulations and currency fluctuations).
Pt Bali Surf Retreats reserves the right to change its offer or individually agreed services due to extraordinary circumstances (e.g. force majeure, governmental regulations, delays of third parties, weather and oceanic conditions). If any essential contract paragraph is changed, the Customer will be informed as soon as possible.
All transfer fees have to be covered by the guest, who will be charged on Bali for any outstanding amount differing from the invoiced amount.
6. DISCLAIMER
General
We do understand that especially for the lifestyle of surfing this disclaimer might seem a bit tight, but experience has shown that all of the below is necessary in order to avoid any misunderstandings and bad sentiments on both sides.
The participation at any of the Pt Bali Surf Retreats services, arrangements and activities is at the customer’s own risk. The customer releases, waives and holds harmless the company, its offices, agents and/or employees from all claims, losses, damages, commitments, expenses (including legal costs) during or in conjunction with his/her participation in activities conducted and organized by Pt Bali Surf Retreats, which may arise from, but are not limited to any injury, accident, illness, death, material damage or personal damage to the customer or to others. This was a very long and necessary sentance, please read it again.
That also means that Pt Bali Surf Retreats is not responsible for theft, delays, traffic obstructions and time lags or expenses for the customer, which may result from such circumstances. The customer also indemnifies Pt Bali Surf Retreats, its officers, agents and/or its employees against all claims, losses, damages or expenses that any one or more of his/her executors, administrators, heirs, next of kin, successors or assignees may have in conjunction with his/her participation in activities conducted and organized by Pt Bali Surf Retreats, and against any costs including legal fees that may incur as a result of any such claims, losses damages or expenses whether valid or not. This was another long and necessary sentence, please read it again.
We love the natural environment we live in and at the same time cannot influence neither noise nor behavior of animals. Please accept it. Pt Bali Surf Retreats also cannot be held responsible for any injuries (bites, stings, rash, allergies, ...) caused by animals.
It is the customers’ responsibility to inform the company about chronic diseases prior to departure so we know what we have to deal with, especially when it comes to surfing. However, the customer accepts the risk and will not hold the company responsible for any health impairments resulting from his/her chronic disease. Accidents or injuries of any kind or origin (surfing, driving, stumbling, etc) are beyond influence and the company can not be held responsible.
Pt Bali Surf Retreats can organize a car or motorbike for rent, but keep in mind that the company only organizes it but does not rent it. Therefore, the company cannot be held responsible for any accident or injury, which results from poor quality of the vehicle.
Unutilized items of a package are not refunded. Features of a package can only be utilized by the package holder.
The customer has to cover for any damage caused to equipment that belongs to the company (inventory, sheets, etc). Be aware with temporary tattoos and colored sun cream, because we are not able to clean bed sheets or towels and have to change them.
Pt Bali Surf Retreats can not be held responsible for any loss or thievery on the property of the company. You can store your valuables in the built in safety box in your room.
Surfing
Pt Bali Surf Retreats adheres to high safety standards. Its employees attend regular safety, first aid and Australian Standard surf life saving courses, International Surfing Association instructor courses, as well as internal coaching training. By providing qualified drivers, trained surf-coaches for the surf groups and carefully choosing the surf spots according to the surf level of the participants, Pt Bali Surf Retreats keeps the accident und injury risk low. However, Pt Bali Surf Retreats cannot be held responsible for any accidents or injuries happening in the course of surfing. The Customer bears all costs for medical care. Once again, remember to check on your travel insurance!
Most of our surf packages include 5 morning sessions with surfguiding and surfcoaching from Monday to Friday. Once this amount has been consumed, or if you want to surf in the afternoons or on Saturday, you can book extra sessions. The SuperSurf Package includes morning and afternoon sessions from Monday to Friday.
On the Sunday you can surf by yourself (Rent a motorbike with surf racks!), or you can join our culture trip, but please respect that our surfguides have Sundays off.
If you join a full day surf trip, you will be charged for two sessions, if you are a surf package holder, the afternoon session counts as an extra session to be paid. If you booked the SuperSurf, both sessions are included.
Unutilized surf sessions of a package are not refunded.Features of a package can only be utilized by the package holder.
In case you booked no surf package but want to surf, you can either upgrade your package or pay for the surf sessions separately.
Booked surf packages cannot be cancelled but may be upgraded. In case the customer falls ill or gets hurt, morning sessions included in the package cannot be switched to the afternoon but can be converted into massage services on site depending on availability.
In case the customer is not ready at the scheduled departure time, the group might leave without him/her and he/she can not expect the session to be refunded. So wake up in time!
One surf session lasts a maximum of 3 hours in the water. If all customers are tired before that, the session is over and the group will head back to The Chillhouse.
Transfers to the spots are included. Spot selection is up to the coach, as his expertise allows him to choose the best spot for the level of his guests with the lowest possible safety hazard.
If the guest has booked any regular surf package, but arrives or departs in the midst of an ongoing surf-guiding and surf-coaching week (Mo - Fr), the features of the package are not carried out on the weekend.
Surf packages and sessions cannot be postponed, are not transferable to another person, and there is no refund for unutilized features specified in the package. Everything is planned in advance, so please understand our position.
Surfboard rental is at extra cost. The customer is responsible for any damage and loss of property or equipment of Pt Bali Surf Retreats (for example rented surf equipment). Remember considering the option of closing a surfboard insurance (at extra cost), because the customer has to pay for the repair of any damage on the surfboard caused by the customer. The sum will be added on the customer’s bill. The customer is handed his or her board and boardbag with his or her name on it, and signs a paper that the board does not have any damage. From then on, the customer responsible for it.
Pt Bali Surf Retreats cannot be held responsible for poor surfing conditions, therefore driving off for the session is the start of surf-guiding, regardless the conditions, including a possible non-surf. Don’t worry, we will struggle to get you wet at the spot that suits your level! We try everything so that our customers can surf as much and as many quality waves as possible, but there might be days with poor waves, too big waves, strong wind or thunderstorms. These are factors that we can neither predict nor influence. Therefore, driving off from The Chillhouse is the beginning of surfguiding, and getting back is the end - so even if the conditions are so poor that we cannot go surfing, it will be counted as session.
Every surf package contains your 10 best surf photos and 1 video-coaching. However if weather conditions are poor or the scheduled session is too far from the shore, no photos or video is possible and these package features are non-existent.
Pt Bali Surf Retreats is not responsible for services provided by third parties. For example, it’s not our fault that the boat runs late or that the power goes off.
7. EXCLUSION OF PARTICIPATION
The participant has to follow the instructions of the company staff implicitly. If the customer conceals physical and/or health issues, is unfit, acts irresponsibly and/or causes disturbances that endanger the provision of the service and/or the health or the image of other participants or the company, its reputation and its employees, the customer can be excluded from the participation in the offer of Pt Bali Surf Retreats after being warned by the company. In that case, the contract is terminated without further notice, already paid costs are not refunded and incurring costs are to be paid by the customer. It has not happened yet, but it almost did.
8. RISK
Sport and adventure trips, especially on or in the ocean such as surfing or taking a boat out to the waves, carry with them some degree of risk. Each participant must carefully judge whether his/her state of health and fitness level permit to undertake such a trip or a surf session under the prevailing conditions. The customer consents to at own cost receive medical treatment which may be deemed necessary by Pt Bali Surf Retreats in the case of injury, accident or illness during the course of undertaking a surfing lesson or taking part in any other activities associated with surfing lessons, and also agrees to indemnify the company in the respect of such medical treatment. Follow your insinct and you’ll be fine!
9. DATA USAGE AND PROTECTION
We love to do slick brochures, calendars, websites, films, etc. Therefore the customer agrees that he/she may be photographed and/or filmed during his/her stay and/or activities in connection with The Chillhouse - Pt Bali Surf Retreats, and also agrees that Pt Bali Surf Retreats may use such recordings for promotion and/or advertising purposes without any prior consent. The customer agrees that his/her personal data may be used by the company for marketing and market research purposes. The company assures that all personal data will be treated confidentially and not be transferred to any third party other than necessary to fulfill the booking or deliver the requested service. The customer can terminate this agreement at any time in written form via email. In that case, the personal data and/or footage will not be used for market research purposes.
10. INEFFECTIVENESS OF INDIVIDUAL PROVISIONS
The ineffectiveness of individual provisions of the contract or of the general terms and conditions does not affect the validity of the remaining provisions.
11. PLACE OF JUSTICE AND APPLICABLE LAW
The place of jurisdiction and applicable law is the place of residence of the company. Legal claims against the company shall be governed in all respects by and in accordance with the laws of Indonesia.
Company:
Pt Bali Surf Retreats
Jl Kubu Manyar 22, Br Pipitan, Canggu
80361 Bali, Indonesia
